Microsoft ® Office Excel ® 2007 Training

1. [Your company name] presents: Microsoft® Office Excel®2007 Training Get up to speed

2. Course contents • Overview: A hands-on introduction • Lesson 1: What’s changed, and why • Lesson 2: Get to work in Excel • Lesson 3: A new file format The first two lessons include a list of suggested tasks, and all include a set of test questions. Get up to speed

3. Overview: A hands-on introduction Excel 2007 has a new look! It’s got the familiar worksheets you’re accustomed to, but with some changes. Notably, the old look of menus and buttons at the top of the window has been replaced with the Ribbon. This course shows you how to use the Ribbon and highlights the other changes in Excel that will help you make better worksheets, faster. Get up to speed

4. Course goals • Get a handle on the new look of Excel. • Find everyday commands on the Ribbon: Cut, Copy, Paste, Insert Sheet Rows, Insert Sheet Columns, and Sum. • Save workbooks in the new Excel file formats. Get up to speed

5. Lesson 1 What’s changed, and why

6. What’s changed, and why Yes, there’s a lot of change in Excel 2007. It’s most noticeable at the top of the window. But it’s good change. The commands you need are now more clearly visible and more readily available in one control center called the Ribbon. Get up to speed

7. What’s on the Ribbon? The three parts of the Ribbon are tabs, groups, and commands. Tabs: Tabs represent core tasks you do in Excel. There are seven tabs across the top of the Excel window. Groups: Groups are sets of related commands, displayed on tabs. Commands: A command is a button, a menu, or a box where you enter information. Get up to speed

8. What’s on the Ribbon? How do you get started on the Ribbon? Begin at the beginning. The principal commands in Excel are gathered on the first tab, the Home tab. Get up to speed

9. What’s on the Ribbon? Groups pull together all the commands you’re likely to need for a particular type of task. Throughout your task, groups remain on display and readily available; commands are no longer hidden in menus. Instead, vital commands are visible above your work space. Get up to speed

10. More commands, but only when you need them The commands on the Ribbon are the ones you use the most. Instead of showing every command all the time, Excel 2007 shows some commands only when you may need them, in response to an action you take. So don’t worry if you don’t see all the commands you need at all times. Take the first steps, and the commands you need will be at hand. Get up to speed

11. More options, if you need them Sometimes an arrow, called the Dialog Box Launcher, appears in the lower-right corner of a group. This means more options are available for the group. Click the Dialog Box Launcher , and you’ll see a dialog box or task pane. The picture shows an example: On the Home tab, click the arrow in the Font group. The Format Cells dialog box opens, with superscript and other options related to fonts. Get up to speed

12. Put commands on your own toolbar Do you often use commands that aren’t as quickly available as you’d like? You can easily add them to the Quick Access Toolbar. Animation: Right-click, and click Play. Play the animation to see the process of adding a button to the toolbar and then removing a button from the toolbar. Get up to speed

13. Put commands on your own toolbar Do you often use commands that aren’t as quickly available as you’d like? You can easily add them to the Quick Access Toolbar. The Quick Access Toolbar is above the Ribbon when you first start Excel 2007. There, commands are always visible and near at hand. Get up to speed

14. What about favorite keyboard shortcuts? If you rely on the keyboard more than the mouse, you’ll want to know that the Ribbon design comes with new shortcuts. This change brings two big advantages over previous versions of Excel: • There are shortcuts for every single button on the Ribbon. • Shortcuts often require fewer keys. Get up to speed

15. What about favorite keyboard shortcuts? The new shortcuts also have a new name: Key Tips. You press ALT to make Key Tips appear. For example, here’s how to use Key Tips to center text: Press ALT to make the Key Tips appear. Press H to select the Home tab. Press A, then C to center the selected text. Get up to speed

16. What about favorite keyboard shortcuts? What about the old keyboard shortcuts? Keyboard shortcuts of old that begin with CTRL are still intact, and you can use them the same way you always have. For example, the shortcut CTRL+C still copies something to the clipboard, and the shortcut CTRL+V still pastes something from the clipboard. Get up to speed

17. A new view Not only the Ribbon is new in Excel 2007. Page Layout view is new, too. If you’ve worked in Print Layout view in Microsoft Office Word, you’ll be glad to see Excel with similar advantages. Get up to speed

18. A new view To see the new view, click Page Layout View on the View toolbar . Here’s what you’ll see in the worksheet: Column headings. Row headings. Margin rulers. Get up to speed

19. A new view In Page Layout view there are page margins at the top, sides, and bottom of the worksheet, and a bit of blue space between worksheets. Rulers at the top and side help you adjust margins. Other benefits of the new view: • You don’t need to use Print Preview to find problems before you print. • It’s easier than ever to add headers and footers. • You can see different worksheets in different views. Get up to speed

20. Working with different screen resolutions Everything described so far applies if your screen is set to high resolution and the Excel window is maximized. If not, things look different. When and how do things look different? • At low resolution. If your screen is set to a low resolution, for example to 800 by 600 pixels, a few groups on the Ribbon will display the group name only, not the commands in the group. Get up to speed

21. Working with different screen resolutions Everything described so far applies if your screen is set to high resolution and the Excel window is maximized. If not, things look different. When and how do things look different? • When the Excel window isn’t maximized. Some groups will display only the group name. • With Tablet PCs. On those with smaller screens, the Ribbon adjusts to show smaller versions of tabs and groups. Get up to speed

22. Suggestions for practice • Enter text. • Adjust column width. • Change document views. • Show or hide white space. • Add a button to the Quick Access Toolbar. Online practice (requires Excel 2007) Get up to speed

23. Test 1, question 1 You can customize Excel 2007 by adding commands to the Quick Access Toolbar. (Pick one answer.) • True. • False. Get up to speed

24. Test 1, question 1: Answer True. You can add the commands you want to be at your fingertips to the Quick Access Toolbar. Get up to speed

25. Test 1, question 2 Some commands appear only when you need them. (Pick one answer.) • True. • False. Get up to speed

26. Test 1, question 2: Answer True. Take the first step or two, and a new tab will appear, with all the commands you need. For example, insert a chart, or a header and footer, and you’ll see more commands. Get up to speed

27. Lesson 2 Get to work in Excel

28. Get to work in Excel The first lesson helped you get oriented to the new look of Excel 2007. Now it’s time to get to work. Say you’ve got a half hour before your next meeting to make some revisions to a worksheet that you created in a previous version of Excel. Can you do the basic things you need to do in Excel 2007, in just 30 minutes? This lesson will show you how. Get up to speed

29. Open your file First things first. You want to open an existing workbook created in an earlier version of Excel. Do the following: Click the Microsoft Office Button . Click Open, and select the workbook you want. Also note that you can click Excel Options, at the bottom of the menu, to set program options. Get up to speed

30. Insert a column Now you want to add a column to your worksheet to identify product categories. You want it to go between two existing columns of data. Animation: Right-click, and click Play. View the animation to see the process of inserting a column into the worksheet. Get up to speed

31. Insert a column Now you want to add a column to your worksheet to identify product categories. It should go between two existing columns of data, Quantity and Supplier. Your worksheet contains rows of products ordered from various suppliers, and you want to add the new column to identify the various products as dairy, grains, produce, and so on. Get up to speed

32. Insert a column Follow this procedure to add the column between the Quantity column and the Supplier column: • Click in the Supplier column. Then on the Home tab, in the Cells group, click the arrow on Insert. • On the menu that appears, click Insert Sheet Columns. A new blank column is inserted, and you enter the new data in the column. • If you need to adjust the column width to fit the data, in the Cells group, click the arrow on Format. In the list that appears, click AutoFit Column Width. Get up to speed

33. Format and edit data You format and edit data by using commands in groups on the Home tab. For example, the column titles will stand out better if they are in bold type. To make it so, select the row with the titles and then on the Home tab, in the Font group, click Bold. Get up to speed

34. Format and edit data While the titles are still selected, you decide to change their color and their size, to make them stand out even more. In the Font group, click the arrow on Font Color. You’ll see many more colors to choose from than before. You can also see how the title will look in different colors by pointing at any color and waiting a moment. Get up to speed

35. Format and edit data You can use the Font group to take care of other formatting and editing options, too. • To increase the font size, click Increase Font Size . • While the titles are still selected, you decide to center them in the cells. In the Alignment group, click Center . • Finally, you find that you need to enter one more order for Louisiana Fiery Hot Pepper Sauce. Select that product name, and in the Clipboard group, click Copy . Then click in the bottom row, and in the Clipboard group again, click Paste . Get up to speed

36. Enter a formula Before handing off your report, you want to add up the numbers in the Quantity column. It’s easy: Use the Sum button . Place the cursor in the last cell in the Quantity column, and then click the Sum button on the Home tab. (It’s in the Editing group.) Press ENTER to see the formula result. Get up to speed

37. Add headers and footers As a finishing touch, you decide to add headers and footers to the worksheet. This will help make clear to everyone what the data is about. Here’s what to do: • Switch to Page Layout view. You can click the View tab, and then click Page Layout View in the Workbook Views group. Or click the middle button on the View toolbar at the bottom of the window. Get up to speed

38. Add headers and footers As a finishing touch, you decide to add headers and footers to the worksheet. This will help make clear to everyone what the data is about. Here’s what to do: • Click in the area at the top of the page that says Click to add header. • As soon as you do, the Header & Footer Tools and the Design tab appear at the top of the Ribbon. Get up to speed

39. Print It’s time to print the report. In Page Layout view, you can make adjustments and see the changes on the screen before you print. Here’s how to use Page Layout view: • Click the Page Layout tab. • In the Page Setup group, click Orientation and then select Portrait or Landscape. In Page Layout view, you’ll see the orientation change, and how your data will look each way. Get up to speed

40. Print It’s time to print the report. In Page Layout view, you can make adjustments and see the changes on the screen before you print. Here’s how to use Page Layout view: • Still in the Page Setup group, click Size to choose paper size. You’ll see the results of your choices as you make them. (What you see is what you print.) Get up to speed

41. The New Workbook window The New Workbook window offers the perfect place to start in Excel. When you click the Microsoft Office Button and then click New, the New Workbook window opens. At the top of the window, you can select either a new blank workbook or a template. Get up to speed

42. Suggestions for practice • Insert a column. • Use AutoSum. • Add a header and a footer. • Add a few finishing touches. • Explore print options. Online practice (requires Excel 2007) Get up to speed

43. Test 2, question 1 To insert a new column, you use the commands in the Cells group on the Home tab. (Pick one answer.) • True. • False. Get up to speed

44. Test 2, question 1: Answer True. Then click the arrow next to Insert, and then click Insert Sheet Columns. Get up to speed

45. Test 2, question 2 Where is the button that you click to find commands to open and close your files? (Pick one answer.) • On the first tab. • In the upper-left corner of the window. • Underneath the Ribbon. Get up to speed

46. Test 2, question 2: Answer In the upper-left corner of the window. Click the big round Microsoft Office Button in the upper-left corner. Get up to speed

47. Test 2, question 3 In Page Layout view, you want to add a header to your worksheet, but you don’t see the commands you need. To get the commands, you need to click in the area that says “Click to add header.” (Pick one answer.) • True. • False. Get up to speed

48. Test 2, question 3: Answer True. As soon as you do, the Header & Footer Tools and the Design tab appear on the Ribbon. These have all the commands to work with headers and footers. Get up to speed

49. Lesson 3 A new file format

50. A new file format Excel has a new file format. But you can still open and edit older workbooks and share files with people who don’t have Excel 2007. The new file format brings increased security for your files, reduced risk of file corruption, reduced file size, and new features. Get up to speed